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When you are first getting used to Excel you will probably be focused on just getting your task
done rather than learning how to work more efficiently. However, when you are ready to learn about
the Excel keyboard shortcuts this lesson will teach you the most important and useful Excel shortcuts
currently available.
The benefits of using a keyboard shortcut are twofold:
It is quicker to keep your hand on the keyboard then shift from keyboard to mouse to
keyboard
You will experience less stress on your muscles if you shift your hands less
We have divided the keyboard shortcuts into related areas. This way you can focus on learning a
group of shortcuts at a time, rather than all at once!
Shortcut Help: Combination keyboard shortcuts, those that have a plus (i.e. Ctrl + S), require that
you hold the first key (Control) then press the second key (S) while still holding down the first key.
Ctrl+C: Copy the current selection to the clipboard. After you copy something, you can paste it
with the paste shortcut.
Ctrl+Z: Undo your last change. This is can be repeated to remove again and again to undo
many changes.
Ctrl+Y: Redo your last Undo. This only is available if you have just issued an Undo command.
Backspace: Deletes the current cell and enters edit mode for that cell. This will only delete
one cell and not a selection.
Delete: Deletes the current selection. Use the delete key when you want to delete more than
one cell at a time.
These shortcuts will help you move around your Excel workbooks and worksheets with great
ease!
After you have used one of these shortcuts you can use the arrow keys to navigate the menu
choices and use the Enter key to select a choice.
Excel Sort
Sorting in Excel lets you easily reorder your data based on the type of sorting that you choose.
This lesson will show you how to do a normal and reverse alphabetical sort, as well as descending
numerical ordering.
With the data enetered you are now ready to begin sorting in Excel.
2.
3.
First we need to select all the data so we can begin to sort it. Because each name has a
corresponding score we need to select both columns to preserve the students' correct scores.
Left-click and hold on cell A1 then drag down-right to cell B10 to highlight all the data for
sorting! Your spreadsheet should look like this:
Left-click the "sort ascending" button, located near the top, on the shortcut bar (it has a blue A
on top and a red Z on bottom with a downward pointing arrow).
4.
Notice that your column titles (Name and Score) have not been included for sorting because Excel
is smart enough to know that you do not want these special cells (A1 and B1) included.
Select the data you wish to sort (left-click in cell A1 and drag down-right to B10)
2.
Left-click the "sort descending" button, located near the top, on the shortcut bar (it has a red Z
on top and a blue A on bottom downward pointing arrow).
3.
Numerical Ordering
If you wanted to instead sort the homework assignments by highest to lowest score you would
follow these steps to use Excel's numeric sorting. The only difference between this example and our
previous examples is which column you start your selection from, so pay close attention to the first
step!
1.
2.
Left-click the "sort descending" button, located near the top, on the shortcut bar (it has a red Z
on top and a blue A on bottom with a downward pointing arrow).
3.
Congratulations, you now know how to sort columns of both numbers and words in Excel!
Note: Be sure that you select your data before going to the manual sorting feature. This will let
Excel know which data you want to sort.
Excel - If Statement
An If Statement is used in Excel to do certain actions only if something is true. For example, you
might want to print out the message "We are losing money" if total sales for the quarter are below
some amount. Otherwise, you'd just want to print out "We're making money!"
The IF function lets you do these kinds of value based decisions. This lesson will show you a
couple basic examples of how you can make use of the IF function.
Excel - IF Function
The IF function needs to have some sort of comparison to operate properly. A very common type
of comparison is greater/less than (>/<). These math symbols can be used to form logical expressions
like "A2 < 40000", which in English means "Cell A2 is less than 40000".
Now that logical expression can be either true or false and the IF function lets you do something
for each result. In this little example we will be making our IF function print out something our boss
might say.
Your excel spreadsheet should look like this:
If all that information is confusing to you, don't worry, Excel has a built in wizard to help you make
your own If functions.
1.
2.
3.
4.
5.
6.
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8.
Press OK
Because our sales were only $30,000 the if statement should be printing out "We are losing
money?"
Select cells D2 though D20 (We will be creating a drown down list for each cell in this range)
2.
3.
4.
Click the Source button that appears to the right of the textfield
5.
6.
Excel Linking
At times you may want to use information that exists in a different Excel file. This use of external
information is referred to as "linking" in Excel. This lesson will show you the basics of creating
workbook links in Excel.
This is a very simple file and only contains the text "this workbook" in cell A1. Save this file as
link1.xls.
Now let's make link2.xls.
This worksheet only has one data entry in C1 with the value "has a link". Save this file as link2.xls
in the same directory as link1.xls.
These three parts combine to make a pretty ugly looking blob of text. Using the general terms
from above, this is how a generic link would look.
=[Workbook.xls]Worksheet!Cells
For our example, the Workbook is link2.xls, the Worksheet is Sheet1 and the cell is C1. Our link
would then be:
1.
2.
=[link2.xls]Sheet1!C1
Enter this link into cell C1 of link1.xls and hit Return.
3.
Your link1.xls file should now properly link to your second file to display "this workbook has a
link".